Meetings are a venue for colleagues and co-workers to gather, exchange information, and discuss projects, goals and objectives. A meeting that is planned, organized and effectively run can produce positive outcomes, while a meeting thrown together in a haphazard manner can be a waste of everyone’s time. A bit of preparation can help you run a timely, productive gathering.

Pre-Planning

Finding a single time, date and location that works for all attendees can be a challenge, but these logistical aspects are key to a meeting’s success. Well in advance of the meeting, ask participants to consult their schedules and share the best dates and times to meet. Based on the findings, create a meeting schedule that benefits as many people as possible. In the event that a key participant cannot attend, arrange for video- or teleconferencing.

Interest and Inclusion

For a meeting to be effective and productive, it must keep the participants’ attention. Invite only key players to meetings and exclude those who have no interest or connection to the issue at hand. The smaller, more invested group will yield better results. Invite full-group participation. When everyone involved in a meeting is encouraged to contribute, the result is a diversity of ideas, opinions and feedback. Ask pointed, individual questions of meeting attendees to gauge their thoughts and perceptions.

Timing and Agenda

A meeting that drones on for many hours has the potential of becoming unproductive. Keep meetings short and to-the-point by setting specific time limits. If a topic necessitates a longer meeting, take frequent breaks and provide refreshments. A detailed agenda is another essential element of a good meeting. An agenda outlines the discussion topics and creates an order for the discussion to follow. Whenever possible, distribute the meeting agenda to attendees a day or two before the meeting to give each person time to prepare and become acquainted with key points.

Monitor

To stay focused and on track, one attendee should act as a monitor. Usually the person who called the meeting performs in this capacity. A monitor follows the agenda and keeps the meeting on schedule, preventing the discussion from drifting off-topic. A monitor can also help participants agree on when to table an issue, and can mediate disputes if conflict arises.